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Belmont University · 1 day ago

Executive Assistant, Chief of Staff & EVP Administration & EVP External Engagement & General Counsel

Nashville, TN

Full-time

Onsite

Entry, Mid Level

2+ years exp

Belmont University is seeking a qualified Executive Assistant to provide executive administrative support to the Chief of Staff/Executive Vice President for Administration and University Counsel and EVP for External Engagement. The role involves managing schedules, organizing meetings, and providing high-level administrative support to ensure effective communication and resource allocation within the university's leadership.

Higher Education

Growth Opportunities

Responsibilities

Provides administrative support for the Chief of Staff/EVP and University Counsel/EVP to include managing the schedule/calendar, making travel arrangements, assisting in preparation of presentations, planning and executing meetings on behalf of the COS/EVP and University Counsel/EVP, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative issues and inquiries which arise to the level of COS/EVP and University Counsel/EVP offices

Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes meetings, conferences, and other special events, as required

Provides administrative support and communications for meetings including preparation and distribution of materials for meetings, correspondence for meetings, arranging meeting facilities, preparing agendas, and serving as a scribe

Assist with special projects for the COS/EVP, University Counsel/EVP

Collaborates with various campus partners to coordinate events and projects, ensuring effective communication, resource allocation, and timely progress

Provides high-level backup administrative support and assistance to the President’s Office and/or other assigned leadership staff

Demonstrates strong leadership, collaboration, and teamwork skills fostering a positive and productive working environment within the COS’s and University Counsel’s offices

Manages some budgets and assists with financial oversight for projects, ensuring adherence to allocated resources and responsible financial stewardship

Receives incoming communications or memos on behalf of Executive staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff

Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping

The above statements describe the job’s essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents

Qualification

Administrative supportMS Office proficiencyEvent planningOffice managementBudget managementBanner softwareOral communicationWritten communicationIndependenceTeam collaborationConfidentialityInterpersonal skillsProblem-solving

Required

Must know organizational structure of the University

Must have knowledge of the University's relationships to other organizations in the Nashville and educational communities

Strong oral communication skills, including telephone skills, interpersonal communication skills, and skills for consulting with constituents of Presidents Office, which include students, parents, Belmont employees, and Board of Trust members

Strong written communication skills, including ability to communicate clearly in writing, ability to assist in the preparation of reports, ability to proofread and edit with accuracy

Ability to organize and prioritize work assignments in fast paced environment

Office management skills including, but not limited to, creating standard operating procedures, establishing and maintaining electronic and paper filing systems, and managing office workflow

Ability to work independently

Ability to manage the multiple demands of event and project planning and execution

Ability to produce correspondence, meeting agenda, hand-outs, presentations and reports using MS Office application programs

Ability to exercise personal discretion and sound judgment in all aspects of work

Ability to maintain a high degree of confidentiality

Ability to learn campus administrative computing database - Banner software

Experience working in a fast-paced environment and the ability to respond to high-pressure situations. Ability to thrive in an environment of hard work

Ability to work effectively with a wide range of constituencies in a diverse community

Minimum of 2 year's College required

Bachelor's degree preferred

Equivalent experience: 2 years administrative support in an academic or other related area

2-4 years administrative support experience

Experience supporting a C-level suite executive in Higher Education

Computer Skills require proficiency in MS Office, Teams, and cloudbase software, etc

Experience with Banner or other Systems of Record used within Higher Education